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MICROSOFT
EXCEL
Table of Contents
INTRODUCTION.................................................................................................................................................... 4
What Is Microsoft Excel? .................................................................................................................................... 4
Excel and Data Base Management...................................................................................................................... 4
HOW TO START EXCEL ...................................................................................................................................... 4
EXPLORING THE WINDOWS ............................................................................................................................. 4
The status bar........................................................................................................................................................ 4
Display or hide the status bar .............................................................................................................................. 5
WORKING IN THE SPREADSHEET .................................................................................................................. 6
Workbooks................................................................................................................................................................ 6
Navigating/Selecting in the Worksheet .................................................................................................................. 6
Cells .......................................................................................................................................................................... 6
Inserting and Deleting Worksheet........................................................................................................................... 7
ENTERING DATA.................................................................................................................................................. 7
Entering numbers and texts ..................................................................................................................................... 7
Smart Tags .................................................................................................................................................. 7
Editing data ............................................................................................................................................................... 7
Deleting a cell entry ................................................................................................................................................. 7
Deleting Cells, Rows and Columns ........................................................................................................................ 8
Freeze Titles and split panes.................................................................................................................................... 8
Fill Handle Feature................................................................................................................................................... 8
Inserting Rows and Columns................................................................................................................................... 8
Adjusting Row Height and Column Width ............................................................................................................ 8
Saving a file .............................................................................................................................................................. 8
Quitting Excel........................................................................................................................................................... 8
Data Form ................................................................................................................................................................. 8
CUSTOMIZING EXCEL ........................................................................................................................................ 9
Customizing Settings ............................................................................................................................................... 9
Moving and Coping Data....................................................................................................................................... 15
PIVOT TABLES AND CHARTS ........................................................................................................................ 23
Create a PivotTable/ PivotChart ............................................................................................................................ 23
PivotTable Toolbar................................................................................................................................................. 24
Using the PivotTable.............................................................................................................................................. 25
Picking Options ...................................................................................................................................................... 25
Reorganizing Tables and Charts ........................................................................................................................... 25
Add a Field ............................................................................................................................................................. 25
Delete a Field .......................................................................................................................................................... 25
Moving Fields......................................................................................................................................................... 25
Refreshing a Table ................................................................................................................................................. 25
SOME ADVANCE FEATURES .......................................................................................................................... 25
Creating and using style .................................................................................................................................... 25
Cell Names ......................................................................................................................................................... 25
The If and VLOOKUP Functions ..................................................................................................................... 26
Comments ........................................................................................................................................................... 26
Custom views ..................................................................................................................................................... 26
Running and Recording Macros........................................................................................................................ 27
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EXPERT SOLUTION CONSULTS
General Computer Knowledge – Excel : 08030422330
Viewing and Editing VBA Code ...................................................................................................................... 27
Saving Excel worksheets as web Documents .................................................................................................. 27
Spreadsheet web components............................................................................................................................ 27
INTRODUCTION
If you have ever managed a budget by using paper, pencil and calculator, you would know the limitations:
1. Filling out ledger sheets
2. Calculating and recalculating totals
3. Redesigning sheets to add or delete columns and rows, and so on.
The beauty of Excel is its ability to simplify these tasks. Working with a paper spreadsheet is complicated,
time consuming and limited. If a portion of your row data changes, you must erase and re-enter it, then you
have to erase and recalculate derived data, such as totals or averages that were affected by your changes.
Excel can be used to make quick and easy financial analysis, analyze data and create presentation with chats
(graph utilities), retrieve data from external data sources and use it in worksheets to calculate based on data
from multiple worksheets, create web page with ease, and run queries on data available on the web.
What Is Microsoft Excel?
Microsoft Excel is a full-featured spreadsheet program that allows you to organize data, complete
calculations, make decisions, transform data to graph, and develop professional looking reports. The three
major parts of Excel are:
Worksheets – Worksheets allow you to enter, calculate, manipulate and analyze data such as numbers and
text.
Charts – Charts pictorially represent data. Excel can draw two-dimensional and three dimensional column
charts, pie charts and other types of charts.
Databases – Databases manage data. For example, once you enter data onto a worksheet, Excel can sort the
data, search for specific data, and select data that meets certain criteria.
Excel and Data Base Management
Excel is not database package but has some special database features like sorting, filtering, and data retrieval,
which allows users to create and manage list. Hence, Excel is equipped to handle and manipulate small
databases. While creating a small database, two points must be noted:
a) The rows of data should be continuous to facilitate the manipulation of data. That is no blank row even a
column label and the first record in the database.
b) The names of the columns should be entered in a single cell and must be unique.
HOW TO START EXCEL
Start All Programs Microsoft Office Microsoft Excel.
Note that the version of the Excel used in this manual is 2003. There are latest versions that make the use of
the package very easy and contains some new features. But I think using 2003 version is still better for
learning purpose.
EXPLORING THE WINDOWS
There are two types of windows that appear on your Desktop: the application window and the document
window. Application window contains the running program and they have menu bars. The document
window appears inside the application window and it does not have menu bars.
The status bar
This is usually located and appears at the bottom of the screen. It shows the mode (status) of the worksheet.
Notice the word ready on the status bar that tells you that Excel is ready and awaiting your next command.
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EXPERT SOLUTION CONSULTS
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All indicators that appear on the status bar at the lower right corner of the screen are:
Ready: This shows that the Excel is ready for the next command
NUM: Toggles to activate the numeric keypad.
CAPS: Toggles between the UPPERCASE and the lowercase.
SCRL: Indicates that the scroll lock is on, the insertion point is not moved.
EXT: Indicates that you are in the extension mode (press F8, press Esc to deactivate).
END: Used with the navigation keys to move to the far ends, but to A1 with Home key.
EDIT: Press either F2 or double-click a cell to enter the Edit Mode.
POINT: When in Point Mode. This is done by using either mouse or arrows to select cells instead of typing
when entering formulas.
AUTOCALCULATE: Auto-calculate is a feature located at the right side of the status bar that
automatically provides Averages, Count, Count Nums, Max, Min, or sum for the selected data. Sum is the
default formula but can be changed by right-clicking this feature on the status bar to choose any other one
Cell reference
or Name box
or Cell indicator
Smart Tags
When you make an entry that Excel believes you may want to edit, a smart tag appears. This gives you
chance to make changes easily. Cells with smart tags appear with a green triangle in the upper left corner.
When you place the mouse on it, it shows an error icon that can be clicked to see the options that you can
choose from concerning that data.
Editing data
After you enter a data into a cell, you may want to edit it. This can be done by pressing F2, clicking in the
formula bar, and double-clicking in the cell. You can change the data entry completely by just clicking the
cell and enter the new data.
Anything you enter in a cell appears in both the cell and the formula bar until it is entered by accepting it.
This is the Enter Mode. At the left side of the formula bar are three buttons: Cancel, Enter, and Edit
formulas buttons. Use the Enter key, or click the Enter button, or move out of the cell to accept the data
entered. To reject, press Escape key (Esc on the keyboard), use Cancel button, or press Backspace key to
delete one character after the other. To edit, press Edit button or press F2 (this will enable you to use
navigation buttons within the data).
Deleting a cell entry
Place the cursor in the cell or highlight the group of cell and press Delete.
CUSTOMIZING EXCEL
Customizing Settings
One of the strengths of Excel is the ability for each individual user to customize the program so that it works
the way you want it to work.
To customize Excel’s settings, ToolsOptions. Many of the options should not be changed from the default.
View Tab
If you have a slower computer, you should consider activating the Show Placeholders option. This will
allow you to scroll quickly through a document since objects do not have to be displayed. If you would
always like to see your page breaks on your document, activate the Page Breaks option.
Calculation Tab
If you have a large spreadsheet with a lot of formulas in it, and if you notice a delay each time you modify
one of the formulas, you should consider selecting the Manual option in the Calculation section. With this
option selected, Excel will only update your calculations when you ask it to do so, instead of recalculating all
formulas each time an edit is made. When you are ready to recalculate, press the F9 key.
Edit Tab
One handy option allows you to dictate which cell becomes active when you press the Enter key (Windows).
By default, when you press the Enter key, the cell below the current cell becomes the active cell. You can
choose to make the active cell the cell above, below, to the right or to the left of the current cell. If you
deselect the option, the current cell will remain the active cell when you press the Enter key.
General Tab
The Recently Used File List setting determines how many files appear at the bottom of the File Menu
(maximum is nine while default is 4). The Sheets in New Workbook setting determines how many blank
worksheets are available in a new workbook (by default is 3 but can be up to 255). The Standard Font
setting dictates the type and size of font that will default into each new workbook. You can change the
standard font type and size to your preferred font. The Default file location setting tells Excel where to look
for files when you open an existing document. If you set this to the folder that holds all your data files, you
will speed the opening of your documents.
Custom Lists Tab
Here you can create lists that Excel uses when you copy a cell into adjacent cells using the AutoFill handle.
For example, if you commonly create a long list of headings specific to your department, you can create a
custom list to make this job easier. You can create custom lists two ways:
1. Click NEW LIST in the Custom Lists window. Then click in the List Entries window and type each list
member, pressing the Enter key after each entry. Click the Add button when you are done.
2. Create a new list by selecting a range of cells in the Import List from Cells field. Once the range of cells
that contains the list is entered, click the Import button to create the new list.
AUDITING
Excel offers an easy way to check your worksheets to ensure that your formulas are created correctly. With
Excel, you can display tracer lines to find precedents (cells that are referred to by a formula), dependents
(cells that contain formulas that refer to other cells), and errors in any cell. The first step in the process is to
activate the Auditing Toolbar.
When you see the symbol, this means that the trace extends to another worksheet or workbook. When
you double click on the symbol you will be told which workbook or worksheet has cells involved in the
trace.
VALIDATING USER INPUT
If you create worksheets that others will use to enter data, you can define rules for the data that is to be
entered. If invalid data is entered, you can have automatic pop-up reminders and messages display.
Setting Validation Rules
To set rules, you must first access the Data Validation dialog box. You do this by selecting the cells in the
worksheet that are going to be subject to the rulesData Validation. The Data Validation dialog box will
appear. The box has three tabs.
The Settings Tab
In the Settings tab, you set the actual rule for the selected cells. You first choose a type of data that can be
entered in the Allow text box, and then you complete the remaining fields on the Settings tab to set the rules
for that data type.
The Input Message Tab
With this tab, you can create input messages that remind the people using the worksheet of what data is
required. When a cell is selected that has an input message defined, a comment appears with the information
you type in the dialog box.
The Error Alert Tab
Use this tab to set an error alert for those times when data entered into the cell violates the established rules.
Three types of error alerts can be defined:
Information – When displayed, the user can simply acknowledge and continue, leaving the invalid data
intact.
Warning – When displayed, the user must acknowledge that they want to leave the invalid data intact.
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EXPERT SOLUTION CONSULTS
General Computer Knowledge – Excel : 08030422330
Stop – When displayed, the user must correct or reverse the entry.
OUTLINING
With larger worksheets, it is sometimes hard to get the big picture represented by the data. Sometimes you
want to hide some of the data and only see totals. With Excel, you can create different outline levels in your
worksheet. This way you can hide or reveal the data as needed.
Creating an Outline Level
To create an outline level, Select the rows or columns to be outlined (Outlined areas cannot be immediately
adjacent to other outline areas)DataGroup and OutlineGroup. The outline is automatically created.
Using Outlines
Once an outline is created, you can click on the Show/Hide Detail buttons (the plus and minus buttons) to
display or hide the contents of the outlined region.
Removing an Outline Level
To remove an outline level, select the rows or columns that make up the outline to be deletedDataGroup
and OutlineUngroup. The outline is automatically deleted
LINKING TO M-WORD
You can take information from an Excel worksheet and place that information into a Word document. This
information can be embedded in the Word document or linked to the Word document.
Embedded vs. Linked Information
If you embed Excel information into a Word document, a duplicate of the Excel information is actually
added to the Word document, thus increasing the size of the Word file and the changes in the Excel
document will not be reflected in the Word document.
If you link Excel information to a Word document, a pointer is stored in the Word document referencing the
actual information in the Excel document, thus does not change the size of the Word document and changes
in the Excel document will be displayed in the Word document to reflect the current Excel document.
Embedding Information
Select the desired cells in ExcelCopyOpen the Word document and place the cursor at the location
where you want the Excel information insertedPaste.
Linking Information
Select the desired cells in ExcelCopyOpen the Word document and place the cursor at the location
where you want the Excel information linkedPaste SpecialPaste LinkSelect the Formatted Text
(RTF) optionOK
CONCATENATION
You can join the values in two or more cells into a single cell. For instance, if you have a person’s first name
in one cell and their last name in a second cell, you can concatenate the cells which will result in the full
name being displayed in a single cell.
Join Multiple Cell Values into a Single Cell, click in the cell where we need the data type = First cell & “
“ & second cellEnter. You can do this for more than two cells.
TEXT TO COLUMNS
Operator Description
: (colon)
, (comma) Reference operators
(Single space)
Parenthesis ( ) Bracket
% Percent
^ Exponentiation
* And / Multiplication and division
+ and - Addition and subtraction
& Connects two strings of text (concatenation)
=, <, >, <=, >=, <> Comparison
Chart Use to
Display the importance of values over time; emphasizes the amount of charge, rather than time
Area
or rate of exchange.
Display individual values for comparison. Categories are drawn from the vertical axis, and
Bar
values are drawn from the horizontal axis.
Display individual values for comparison. Categories are drawn from the horizontal axis, and
Column
values are drawn from the vertical axis.
Show trends over time; emphasizes time flow and rate of charge, rather than the amount of
Line
charge.
Pie Display one data series as a whole. Each of its parts represents a percentage of that whole.
Radar Show changes or frequencies of data relative to a center point and to each other.
XY(Scatter) Plot coordinate values; shows the relationship between numeric values in several data series.
Plot coordinate values. The size of the data marker indicates the value of a third variable,
Bubble
similar to XY (Scatter) charts.
Show a three-dimensional view of an area chart. The data series are displayed separately, one
3-D Area
in front of the other.
3-D Line Show a three-dimensional view of a line chart. Lines are displayed as bands.
Show what appears to be a sheet stretched over the category axis. This chart type is useful for
3-D Surface finding the optimum combinations between two sets of data. It is similar to a topographic map;
colour indicates areas that are at the same height (colour does not mark the data series).
Doughnut Display more than one data series, similar to a pie chart.
3-D Bar Show a three-dimensional view of a bar chart.
3-D
Show a three-dimensional view of a column chart.
Column
3-D Pie Show a three-dimensional view of a pie chart.
3-D Cone,
3-D
Cylinder, Add a dramatic effect to 3-D column and bar charts.
and 3-D
Pyramid
GOAL SEEK
You can use Goal Seek if you want to produce a specific value in a specific cell by adjusting only one input
cell. For example, the following calculator was created and formatted in Excel. Text was added to cells C5
through C8. Values were added in cells D6 (48) and D7 (10% or 0.1). Finally the Payment Function was
added to cell D8.
4 Column C Column D
5 Loan Amount 0
6 Terms (Months) 48
7 Interest Rate 10%
8 Payment =PMT(D7/12,D6,D5)
This calculator can be used to determine the size of a loan that would be supported by a certain payment
amount. For instance, if an individual was only able to afford a payment of $700 per month, Goal Seek
would calculate the loan amount that equates to the payment.
To use Goal Seek: ToolsGoal SeekSet cell - cell containing the formula you want to force to a specific
value e.g. (D8 in the above example), To value - enter the target amount (700), By changing cell - the cell
address of the cell you want to change e.g. D5OK and Goal Seek will display a dialog box indicating that
a solution was foundOK.
PIVOT TABLES AND CHARTS
Create a PivotTable/ PivotChart
You can use a PivotTable report to quickly summarize large amounts of data. A Pivot Chart allows
you to view data graphically. It is an attractive worksheet table.
The reports are interactive which means that you can rotate the data (rows and columns) to see different
summaries of your data. You can filter the data by displaying different pages, or display the details for areas
of interest. If you change anything in the PivotTable the PivotChart will reflect those changes. If you change
anything in the PivotChart, the PivotTable will reflect those changes.
In order to create a PivotTable or PivotChart it’s imperative that the source of the data be set up properly.
The data that you use to create a pivot table is called the source data. This may come from Excel’s data or
from an external database file.
The data needs to be arranged in rows and columns. The first row must contain Field Names. Each column
must contain like data. All automatic totals must be removed prior to creating the PivotTable.
You can create a PivotTable by itself or you can create a Pivot Chart with a PivotTable together.
To create a PivotTable: DataPivotTable and Pivot Chart ReportChoose the data source and select the
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EXPERT SOLUTION CONSULTS
General Computer Knowledge – Excel : 08030422330
type of report you want to createNextIndicate the range of cells that contains the data you want to
analyze - Select the range of cellsNextIndicate where you want the PivotTable located (existing work
sheet or new work sheet), and you are able to lay out the table. A basic grid for the pivot table is shown as
well as the pivot table toolbar. On the toolbar, the field names from the list appear at the bottom of the
toolbar. You drag the fields onto the various areas of the pivot table grid to create the pivot table.
To specify what portions of the source data to use in the table, you choose fields and items. Fields are
categories of data, and items are subcategories in a field. There are two types of fields viz: row/column/page
fields and data fields. Row/column/page fields usually contain a limited set of text values while data fields
contain numeric data used for summarizing.
To lay out the table click on the Layout buttonIn the layout window, you will find your field names
represented as buttons in the lower right corner of the window. In the center of the window you have
PivotTable fields as follows:
• Page Field - This field allows you to select the data that is to appear in the PivotTable.
• Row Field - This field summarizes information across rows.
• Column Field - This field summarizes information across columns.
• Data Field - This is the central area in the PivotTable where the actual data will displayYou set up your
PivotTable by moving (dragging and dropping) your Field Names into one of the PivotTable Field
areasOnce the layout is complete-OKFinish.
PivotTable Toolbar
Once the PivotTable and PivotChart are built, the PivotTable toolbar is displayed. The buttons on the toolbar
function as follows (from left to right):
PivotTablePivot Chart: Use this button to access a menu of PivotTable and PivotChart commands
Format Report: Clicking on this button will cause a display of preformatted reports to be displayed. Choose
one of the options and the formatting of that option will be applied to your PivotTable. (Does not display
when the PivotChart is selected.)
Chart Wizard: Use this button to automatically create a PivotChart that is based on the current PivotTable.
Row Fields in the PivotTable become Category Fields in the PivotChart and Column Fields in the PivotTable
become Series Fields in the PivotChart. The PivotChart will be placed in a new worksheet.
PivotTable Wizard: You can use the wizard not only to create new PivotTables, but it can be used to edit
existing PivotTables. (Does not display when the PivotChart is selected.)
Hide Detail: Use this to hide a selected PivotTable field’s data. (Does not display when the PivotChart is
selected.)
Show Detail: Use this to show hidden PivotTable data. (Does not display when the PivotChart is selected.)
Refresh Data: If data has been added, deleted or modified in your data source, click on this button to have the
PivotTable display the current data.
Field Settings: Clicking the Field Settings button causes the PivotTable Field dialog box to display. You can
choose different ways to summarize the data in the PivotTable. (Does not display when the PivotChart is
selected.)
Hide Fields/Display Fields: Hides or displays the data fields on the bottom of the PivotTable toolbar. (Does
not display when the PivotChart is selected.)